Routing

Routing Overview

What is Routing in Schedly? Routing in Schedly is a powerful feature that helps individuals, teams, and organizations efficiently distribute meetings to the right event or team members based on predefined rules. Whether you need to balance workload, match leads with the right representatives, or ensure specialized team members handle specific cases, Routing allows you to optimize scheduling with precision and flexibility. Key Features of Schedly Routing 1. Attribute-Based Routing One of Schedly’s standout capabilities is Attributes—a feature that allows organizations to tag users with specific attributes and use them in routing logic. How It Works: - Admins can define attributes such as Country, Language, Department, Seniority Level, etc. - When a booking request is made, routing logic filters the team members based on relevant attributes. - For example, if a client is looking for a representative in the USA, only users with the country: USA attribute will be considered. This reduces unnecessary scheduling conflicts and ensures meetings are routed to the most relevant team members. 2. Attribute Weights and Virtual Queues Instead of relying on the host’s weight set within an event type, you can use attribute weights. This allows a host to have different weights for each assigned attribute value, providing greater flexibility in distribution. Using attribute weights also enables virtual queues, which help balance assigned bookings more effectively. How It Works: - Admins can enable weights on attributes and assign specific weights to team members based on their attributes. - If an attribute has weights set, it can be enabled and used on a routing form route. Note: The event type used in the route must have weights enabled. What Are Virtual Queues? Virtual queues play an important role in distributing bookings within our Round Robin algorithm. Virtual queues are defined by the selected route and the attribute used for weighting on that route. Example: If the**Country**attribute is used for weights and a client requests a representative in the USA, the Round Robin algorithm will only consider bookings that match both the same route and the USA attribute. Without virtual queues, all bookings from the event type would be counted, leading to less precise distribution.​ 3. Smart Fallback Routing Schedly offers fallback logic to prevent scheduling failures when routing doesn’t return results. Instead of defaulting to a full team’s Round Robin, Schedly allows fallback to asubset of team membersthat could be configured per route. Use Case Example: - If no team members match the requested attributes criteria, instead of loading the entire team’s calendar, fallback team members are used. 4. Routing via Salesforce Schedly allows you to route prospects based on Salesforce ownership. Ownership is found via the prospect’s email. How It Works: - Routing can be based on ownership of the lead, contact, or an account that the prospect belongs to. - When routing to an account: - You can also search against the website or email domains of other contacts under an account that match the prospect’s email domain. - Routing can be based on the account ownership or a custom user lookup field under the account. 5. Headless Routing Integrate Schedly Routing Forms with your existing forms and applications. Headless routing allows you to collect data through your own forms and leverage Schedly’s powerful routing logic via URL parameters.This method provides a seamless user experience while maintaining centralized routing control within Schedly.​ Why Use Schedly Routing? - Precision Matching: Ensure meetings are scheduled with the most relevant team member based on attributes. - Fail-Safe Logic: Prevent scheduling dead-ends by configuring fallbacks. - Seamless Integration: Link external forms with Schedly’s routing logic via URL parameters. - Scalable & Efficient: Reduce calendar clutter and improve scheduling efficiency across teams.​ Getting Started with Routing 1. Define Routing Rules: Set up rules based on attributes like location, role, or language. 2. Configure Fallbacks: Ensure a smooth backup booking process. 3. Integrate Routing Forms: Connect client-side forms with URL parameter support. By leveraging Schedly Routing, organizations can optimize their scheduling workflows, enhance user experience, and ensure the right person is always available at the right time.

Routing with Round Robin and Attribute Matching

Setting Up a Round Robin Team Event 1. Ensure a Team exists If not already created, go to your organization and create a Team. For example, a team named Sales with the slug sales.Team 2. Create a Round Robin Event Type Create this event under the team you just set up.Create Round Robin Event Important: Enable the setting Add all team members, including future members. This ensures team members are selected dynamically based on attributes.​ Creating an Attribute Attributes let you define filters that team members can be matched against. 1. Go to Organization Attributes 2. Create one or more attributes. - For matching use cases, Multi Select is a great option—especially when team members might belong to multiple attribute values. - Example: Create an attribute with the name Service (Attribute) to clearly indicate it’s used in attribute-based routing. 3. Assign the attribute to one or more team members. This step is critical. Setting Up a Routing Form 1. Navigate to Routing Forms 2. Create a new Routing Form under the same team as your event type. 3. Add fields that you want bookers to fill out. - It’s recommended to include an Email field with the identifier email to enable integrations with CRMs and contact lookup tools. 4. Create another field that matches the options from the attribute you set up. - The name and identifier don’t have to match the attribute name. - Example: A Service field with identifier service, where the options are identical to those in Service (Attribute). Connecting the RR Team Event, Attributes, and Routing Form 1. In your Routing Form, go to the Routing tab 2. Click Add a new Route 3. Link the Routing Form field to the corresponding Attribute For example, connect the Service (Attribute) to the Service field in your Routing Form 4. Click Test Preview on the left - Input a value that exists in both the Routing Form field and the Attribute - The system should now route the booking to a team member with that value assigned in their attributes​ Sending Leads or Visitors to the RouterThere are two ways to use the Routing setup for collecting bookings: 1. Using the Schedly Routing Form Public Page You can find the public link for your Routing Form in the UI The URL will look like: app.schedly.io/forms/{FORM_ID} Share this link with your leads or embed it in your site. **2. Using Your Own Form with Headless Router (Embed Mode)**If you prefer to design your own form UI but still leverage Schedly routing: - Use the Headless Router endpoint: /router?form={FORM_ID}&service=Service%20Type%201&email=jane@example.com - The field identifiers become query params in the URL - Schedly will handle the routing and direct the user to the appropriate booking page This gives you full control over your form UI while keeping Schedly as the routing engine. You’ve now set up a powerful attribute-based Round Robin routing system that integrates seamlessly with your team structure and forms.

Headless Routing

This guide explains how to integrate Schedly Routing Forms with your existing forms and client applications, enabling seamless data forwarding and dynamic routing decisions.​ What is Headless Routing? Headless Routing allows you to use your own custom forms (on your website, application, or landing pages) while leveraging Schedly’s powerful routing logic. Instead of requiring users to fill out a Schedly Routing Form directly, you can: 1. Collect data through your own forms 2. Pass that data to Schedly via URL parameters 3. Let Schedly handle the routing decision-making 4. Direct users to the appropriate booking flow This approach provides a completely seamless user experience while maintaining centralized routing control within Schedly.​ How It Works The headless routing flow follows these steps: 1. User fills out your custom form on your website or application 2. Form data is collected (e.g., name, email, company size, urgency) 3. Data is forwarded to Schedly as URL parameters 4. Schedly Routing Form processes the parameters 5. User is directed to the appropriate booking page or outcome(e.g. redirecting to an external webpage or showing a Custom Page with a message)​ Implementation Steps 1. Create Your Routing Form First, create a Routing Form in Schedly with fields that will receive data from your external form: 1. Navigate to Routing Forms 2. Create a new Routing Form 3. Add fields that match the data you’ll collect: - Use clear field identifiers (e.g., firstName, lastName, email, companySize) - These identifiers will be used as URL parameter names 4. Configure routing logic based on these fields 2. Prepare Your External Form Your external form should: - Collect the necessary information - Match field names to your Routing Form identifiers - Construct the URL with parameters 3. Pass Data via URL Parameters Construct the headless routing URL with your form data: https://your-org.cal.com/router?form=YOUR_FORM_ID&firstName=John&lastName=Doe&email=john@example.com&companySize=10-100 Important considerations: - URL encode special characters (e.g., + becomes %2B) - All parameter names must match your Routing Form field identifiers - The form parameter should be the your Routing Form ID that you see on in your Routing Form URL. e.g. for https://app.cal.com/routing/route-builder/8cfd7889-9043-4e20-9a09-db8e2c9f747c, the Routing Form ID is 8cfd7889-9043-4e20-9a09-db8e2c9f747c​ Using Attributes for Team Member Routing Headless routing works seamlessly with Schedly’s attribute-based routing system. This allows you to dynamically route bookings to specific team members based on attributes like: - Service type (e.g., Sales, Support, Technical) - Language preferences - Geographic region - Product expertise - Custom attributes specific to your organization How Attribute Routing Works 1. Set up attributes in your organization settings 2. Assign attributes to team members 3. Configure your Routing Form to match fields with attributes 4. Pass attribute values via URL parameters from your custom form For example, if you have a service attribute, you can pass it directly: /router?form={FORM_ID}&service=Technical%20Support&email=user@example.com Schedly will automatically match this to team members who have the “Technical Support” attribute assigned. Troubleshooting Common IssuesParameters not being recognized: - Verify field identifiers match exactly - Check for typos in parameter names - Ensure proper URL encoding Routing not working as expected: - Test the Routing Form directly first - Verify all required fields are included - Check routing logic configuration